Word Note (No. 12) - Toolbars, menus and macros - OPC · Word Note (No. 12) Toolbars, menus and macros [S05pu366.v22.doc] [7 Jan 2008] [9:34 AM] Page 4 (f) OPC Documents (Fax Coversheet,

Word Note (No. 12)

Toolbars, menus and macros

PARLIAMENTARY COUNSEL

[S05pu366.v22.doc] [7 Jan 2008] [9:34 AM] Page 1

Word Note (No. 12) Toolbars, menus and macros

Reissued September 2001

Updated January 2008

Contents Introduction .......................................................................................................................... 3

Background .......................................................................................................................... 3 The toolbars that are available ........................................................................................... 3 The menus that are available .............................................................................................. 4

What’s on each toolbar ........................................................................................................ 4 OPC Admin (used by Admin staff only) ........................................................................... 4

OPC Bills1 ......................................................................................................................... 5 OPC Bills2 ......................................................................................................................... 5 OPC Bills3 ......................................................................................................................... 6

OPC Checking ................................................................................................................... 6 OPC Documents................................................................................................................. 6

OPC Floppy disks .............................................................................................................. 7

OPC Formatting ................................................................................................................. 7 OPC Renumbering ............................................................................................................. 8

OPC Standard..................................................................................................................... 8 OPC Standard 2.................................................................................................................. 8

OPC Versions..................................................................................................................... 9

What’s on each menu........................................................................................................... 9 OPC Styles menu ............................................................................................................... 9

OPC Macros menu ........................................................................................................... 10 Checking sub-menu ......................................................................................................... 10

Documents sub-menu....................................................................................................... 10 Finalising sub-menu ......................................................................................................... 11 Floppies sub-menu ........................................................................................................... 11

Formatting sub-menu ....................................................................................................... 12 List sub-menu................................................................................................................... 12

Printing sub-menu ............................................................................................................ 13

Renumbering sub-menu ................................................................................................... 13 Tables sub-menu .............................................................................................................. 13 Tax Code Bills sub-menu................................................................................................. 14 TOC (Table of Contents) sub-menu ................................................................................ 14

Word Note (No. 12)



Versions sub-menu........................................................................................................... 14 Standard Provisions sub-menu ......................................................................................... 14

Information about certain macros ................................................................................... 15 OPCBills1 Toolbar........................................................................................................... 15

Header .......................................................................................................................... 15

BlankHeader ................................................................................................................ 15 Fix Document............................................................................................................... 15 Constitutional Checklist ............................................................................................... 16 Styles Marker ............................................................................................................... 16 Special Style................................................................................................................. 16

OPCBills2 Toolbar........................................................................................................... 17 1/2 (fraction) ................................................................................................................ 17

(1), (a), (i), Defn ........................................................................................................... 17 ToC .............................................................................................................................. 17 Standard Provisions ..................................................................................................... 17

OPC Bills3 Toolbar.......................................................................................................... 18 *Marker ........................................................................................................................ 18

Paste Flowchart ............................................................................................................ 19 OPC Formatting Toolbar ................................................................................................. 19

Fields ............................................................................................................................ 19 OPC Renumbering Toolbar (also in the Renumbering sub-menu) .................................. 19

(R)(1)............................................................................................................................ 19 (R)(a) ............................................................................................................................ 19

Insert ^s ........................................................................................................................ 19 Replace Using List ....................................................................................................... 20

(R)NewAct ................................................................................................................... 20 (R)AmSch .................................................................................................................... 20 (R)ParlAm .................................................................................................................... 20

OPC Standard Toolbar ..................................................................................................... 20 OPC Print Page ............................................................................................................ 20

OPC Standard 2 Toolbar .................................................................................................. 21 Title .............................................................................................................................. 21

Formatting sub-menu ....................................................................................................... 21

Insert symbol ................................................................................................................ 21 Delete Author ............................................................................................................... 21

Finalising sub-menu ......................................................................................................... 22 Insert Draft-in-Confidence Block ................................................................................ 22

Delete Draft-in-Confidence Block ............................................................................... 22 Delete document name (footer) ................................................................................... 22 Exposure drafts ............................................................................................................ 22

List sub-menu................................................................................................................... 22 List Definitions ............................................................................................................ 22

List Styles..................................................................................................................... 22 TOC sub-menu ................................................................................................................. 23

Bill TOC with Item headings ....................................................................................... 23 Standard provisions sub-menu ......................................................................................... 23

Amendment Shorthand System (ASS) Macro ............................................................. 23 Insert commencement text ........................................................................................... 23

Word Note (No. 12)



Introduction

1 This Word Note introduces the toolbars, menus and macros that are available in

Word XP.

Background

2 This Word Note sets out macros that are provided under the OPC drafting system. All

of the macros have been written by OPC staff.

3 Most macros have one or more of the following purposes:

(a) to automate a process in Word that would otherwise be extremely difficult and

that is necessary for the particular formatting of Bills required by OPC (e.g.

Header, TOC);

(b) to automate a process in Word that would otherwise be laborious or repetitive

(e.g. Alt+Q, Finalise);

(c) to provide additional quality assurance to the drafting process (e.g. Checker,

CheckFormat).

4 In writing macros, the IT staff attempt to ensure that the macro is easy to use for

inexperienced people and yet not frustrating for experienced users, and that the macro is

quick and yet robust.

5 If you find that a macro does not work in the way that you expect (or if think that

there is a bug in a macro), please tell one of the IT Staff.

6 Also, staff who have ideas for macros should speak to the IT Staff.

The toolbars that are available

7 The following customised toolbars are generally available on each machine:

(a) OPC Admin (LegSect Folio, Consol Acts, Consol Zip disk, Msg/Notice, Bill

Forms). NOTE: this toolbar is not available on all machines—only IT and

Legislation staff.

(b) OPC Bills1 (Header, BlankHeader, ParlAm Header, FixDocument, Styles

Marker, Special Style, Lap Memo, Section 53 Documents, Finaliser,

Constitutional Checklist)

(c) OPC Bills2 (Fractions, Numbering, Definitions, TOC, OPC Formula, OPC

Italicise Act, File Notes)

(d) OPC Bills3 (DefMarker, Paste Flowchart)

(e) OPC Checking (Check Format, Checker, List Words)

Word Note (No. 12)



(f) OPC Documents (Fax Coversheet, Cleaning Feedback, conference room

Booking Sheet, Leave List, Signature, Training Bookings, Car Space

Bookings, SES Vehicles, Recycling Roster, Cake Club Roster)

(g) OPC Floppy disks (Save Drafter Floppy, Save External Floppy, Save

Consultant Floppy)

(h) OPC Formatting (Styles, Font Formatting, Background, Alignment,

Numbering, Bullets, Indents, Fields, Zoom)

(i) OPC IT Staff (various IT functions) NOTE: This toolbar should only be used

by IT staff.

(j) OPC PDF Maker (PDF Maker)

(k) OPC Renumbering (All the renumbering macros)

(l) OPC Standard (OPC E-mail, Ref 2AGs, Opening, Saving and Printing,

Spelling, Tables)

(m) OPC Standard 2 (Table, Rows & Columns, Table Sorting, Insert Bill Title,

Zoom, Page Width)

(n) OPC Versions (Show Markup Balloons, Make New Version, List/Compare

Versions, Print Revisions)

The menus that are available

8 The following customised menus are available on each machine:

(a) OPC Macros

(b) OPC Styles

9 If you use the OPC Macros menu, it may not be necessary to display the OPC Bills1,

OPC Checking and OPC Versions toolbars. Otherwise, it is recommended that you always

have all of the toolbars displayed.

What’s on each toolbar

10 The following lists set out what is on each toolbar and refers to any relevant Word

Notes.

OPC Admin (used by Admin staff only)

Button Description Relevant Word Note

FOLIOBills Removes Bills from the Folio Acts and IBIS.

This is to be used only by IT staff.

LegSectFOLIO For use by legislation section to put Bills in

Folio Acts and Bills

ConsolActs For use by legislation section to put Acts in the

Consol part of Folio Acts and Bills

Word Note (No. 12)




ConsolZIPDisk For use by legislation section to attach a local

Word97 template to all documents on a Consol

provided ZIP disk

Msg/Notice Generates messages and notices for Bills

Bill Forms Various checklists used in Bills (related to

templates in OPC New)

OPC Bills1


Header Puts character styles on that are needed for

headers

20, also see below

BlankHeader Inserts a blank header line 29, also see below

ParlAm Header Inserts text necessary when a revised set of

amendments are introduced

Fix Document Fixes a number of minor things in Bills see below

Styles Marker Produces a print of a Bill showing all styles,

tabs and double spaces

see below

Special Style Creates a special style where parts of amending

Schedules are being inserted by amendments

see below

LAP Memo Creates a LAP memo or designated approver

letter

48

Section 53 Documents Creates documents for PAMs requiring

compliance with Section 53 of the Constitution

51

LITAB macro Checks the LITA Bill to find Acts in

instructor’s portfolio that are being amended by

that LITA Bill and either creates a memo or

inserts text at end of Bill/Inserts document

42

Constitutional Checklist Creates constitutional checklist document with

the details for the front page of the check list

already filled in

see below

Finaliser Prepares ZIP and floppy disks etc. for sending

to the printer

20, 21

OPC Bills2


1/2 Inserts a fraction see below

(1) Inserts a subsection number with tabs and

applies the style

see below

(a) Inserts a paragraph with tabs and applies the

style

see below

(i) Inserts a subparagraph with tabs and applies the

style

see below

Defn Inserts a definition with term in bold italics and

applies the style

see below

ToC Inserts and formats a Table of Contents 20, 22, also see below

OPC Formula Calls up Equation Editor to insert a

mathematical formula

10

Word Note (No. 12)




Italicise Act Italicises the next occurrence of an Act name

File Note Makes a file note for a version

Standard Provisions Lets user choose to insert standard provisions

and notes dealing with various matters,

including commencement and legislative

instruments

see below

OPC Bills3

Buttons Description Relevant Word Note

DefMarker Marks definitions from a list supplied

*Marker Puts *s on terms from a list supplied see below

Paste Flowchart Pastes in a flowchart 16, also see below

OPC Checking


CheckFormat Runs a macro to check formatting aspects 19, 20, 21

Checker Runs a macro to check formatting aspects and

drafting issues

19, 20, 21

List Words Lists all words that appear in the document and

the number of times each word appears

32

OPC Documents

Button Description Comments/instructions

Fax cover sheet Generates a fax cover sheet containing

contact details of receiver and sender

Cleaning feedback Records any staff comments on the

cleaning of the office

The log is for recording any staff

comments on the cleaning of the office.

OPC conference room

Booking Sheet

Opens OPC conference room booking

sheet recording room bookings

All conference room bookings and

events of general interest should be

recorded on the booking sheet.

Instructions at the top of the sheet

explain when and how to do this.

If you need equipment or furniture set up

in a conference room, you will need to

make special arrangements with the

person who is to do the setting up.

OPC Leave list

Opens the OPC Leave Calendar for

recording staff leave

Please show in the document the dates of

planned leave. Show it in normal type if

approved, and italics if not yet approved.

Signature

Inserts a pre-scanned signature into a

document

Word Note 45 contains more

information on electronic signatures. See

one of the IT staff if you do not have an

electronic signature file and would like

one.

Training bookings

Allows staff to book places at

advertised IT training sessions.

The booking sheet gives instructions on

how to book a place on an OPC IT

training course.

Word Note (No. 12)



Button Description Comments/instructions

OPC Visitors parking

Opens OPC Visitors’ parking booking

sheet.

All visitor parking bookings should be

made using the sheet. Bookings can be

made in advance for up to 10 working

days.

Each morning, the sheet for the day will

be printed automatically and put up next

to the intercom in the administration

area.

Once the sheet is printed, the electronic

form is deleted, so any changes or

additional bookings must be made

manually on the printed copy.

OPC SES Vehicles Opens OPC SES Vehicles usage

document

To be filled out by any staff member

borrowing an EVS vehicle (e.g. an SES

car)

OPC Recycling Opens OPC recycling roster Please add your name to the roster, and

record and save any swap you make.

OPC Cake Club

Opens OPC cake club roster Please update and save any swaps or

changes you make.

OPC Floppy disks


Save Drafter floppy Used for getting files on and off floppies to

transport home

36

Save external floppy

Saves the current document to a floppy and then

removes all properties (e.g. author)

33, 37

Save Consultant floppy

Used for getting files from consultants onto the

OPC network

35

OPC Formatting

11 Standard Word Formatting toolbar with Underline button removed and Borders button

moved to OPC Standard toolbar. The toolbar has the following additional buttons:


OPC Styles

(shortcut Ctrl+Shift+S)

Brings up shortcut menu to type style

shortcut or select paragraph style from list

3

Font formatting

Various aspects configure styles, font, size,

bold, italics, and font colour

Background Selects a background colour

Alignment Selects text alignment 34

Toggle AutoNumbering( ) Toggles through the numbering styles 34

Restart AutoNumbering( ) Restarts paragraph numbering at (1) and

paragraph numbering at (a)

34

Fields Toggles show/hide field codes see below

Word Note (No. 12)



OPC Renumbering


R(1) Renumbers subsection numbers 13, also see below

R(a) Renumbers paragraph numbers 13, also see below

Insert ^s Inserts either carets (^) or at symbols (@) before

section headings and cross references

13, also see below

(R)Comm Renumbers commencement table 13, 39

(R)MakeList Creates list for use with (R)UsingList 13

(R)UsingList Renumbers a Bill using list made with

(R)MakeList

13, 20, also see below

(R)NewAct Renumbers new Acts 13, 20, also see below

(R)AmSch Renumbers amending Schedules 13, 20, also see below

(R)ParlAm Renumbers Parliamentary Amendments 13, 21, also see below

OPC Standard

12 Standard Word Standard toolbar with various buttons modified and some removed.

The following describes modified and additional buttons.


New (shortcut Ctrl+N) Calls up New document dialogue box

OPCSaveFile

(shortcut Alt+S)

Saves the document to local machine and to

the Server

44

OPCGetFile

(shortcut Alt+G)

Opens existing documents 44

Print

(shortcut Ctrl+P)

Calls up Print dialogue box

OPCPrintCurrentPage Prints current page see below

OPC Print A4 Temporarily changes page setup to print text

with A4 margins instead of B5 (not to be

used for editorial checks)

Print Preview Shows how the document will look when

printed

OPC E-mail E-mails open Word document(s) as versions 33

Ref 2AGs Refers Bill to AG’s dept and other agencies

via e-mail, or faxes an open Bill document as

version with cover sheet

33

OPC Standard 2


Table Inserts a table of specified size 24

Rows + Columns Inserts or deletes rows and columns in a table 24

Word Note (No. 12)




Sorts table according to selected criteria 24

Title Inserts the Short Title of the last Bill used in the

Word Session

see below

Zoom Selects zoom size from dropdown list

Zoom page width Quickly zooms to width of page

OPC Versions


Toggles to view deletions with markup balloons

(do not use for editorial checking)

6

Make new Version Creates a new version of the document 6

Lists existing versions of document and

compares versions

6, 20

Prints only those pages containing revisions 6

What’s on each menu

13 The following lists set out what is on each menu and refer to any relevant Word

Notes.

OPC Styles menu

14 The OPC Styles menu contains a list of commonly used styles from OPC Bills. To

apply a style using this menu, put the insertion point in the paragraph, and then go OPC

Styles and click on the appropriate style. Note that the names on the list are descriptive of the

style, not the actual style name.

15 The OPC Styles menu is grouped into the following sections:

(a) Headings (e.g. chapter, part, division, subdivision, section, subsection);

(b) Body (text of Bill/PAM e.g. subsection, subsection 2, paragraph,

subparagraph, item, subitem, definition, penalty);

(c) Boxes (e.g. BoxHeadBold, BoxHeadItalic, BoxList, BoxNote, BoxPara,

BoxStep, BoxText)—used for key principles, social security calculators or

simplified outlines;

(d) Notes (e.g. drafting, margin, (a), subsection, parlamend);

(e) Tables (Tabletext, Table (a), Table (i), Table (AA))—see Word Note 24 for

further details;

(f) Tax Code Bills—specific styles used in Tax Code Bills;

(g) Customs Tariff—specific styles used in Customs Tariff Bills—see Word Note

50;

Word Note (No. 12)



(h) Excise Tariff—specific styles used in Excise Tariff Bills—see Word Note 49;

(i) Memos/Sundry (e.g. Head 1-5, body, body block, bodynum, bodypara,

bodypara(sub) and bodybullet)—see Word Note 17;

(j) Miscellaneous (special style, formula, parliamentary amendment).

OPC Macros menu

16 The OPC Macros menu contains the most commonly used macros. To run a macro

using this menu, go to OPC Macros, select a sub-menu and click on the appropriate macro.

17 The following list sets out what is contained on the OPC Macros sub-menus and

refers to relevant Word Notes.

Checking sub-menu

Item Menu Description Relevant Word Note

1 Checker Runs a macro to check formatting

aspects and drafting issues

19, 20, 21

2 CheckFormat Runs a macro to check formatting

aspects

19, 20, 21 also see below

3 Checker Manager Runs a program to manage the Checker

macro database which stores all checks

Documents sub-menu

(includes all buttons on OPC Documents toolbar and some from the OPC Standard toolbar

plus the following)


1 Edit document

list

Edits the list of all documents opened and saved

at that PC

2 File note Makes a file note for a version

3 LAP memo Creates a LAP memo or DA letter 48

4 Section 53

documents

Creates documents for PAMs requiring

compliance with Section 53 of the Constitution

51

5 LITAB macro Checks the LITA Bill to find Acts in instructor’s

portfolio that are being amended by that LITA

Bill and either creates a memo or inserts text at

end of Bill/Inserts document

42

6 Ref2AGs Refers Bill to AG’s dept and other agencies via e-

mail, or faxes an open Bill document as version

with cover sheet

33

7 Constitutional

Checklist

Creates constitutional checklist document with

the details for the front page of the check list

already filled in

see below

8 Legislation

Process Course

For use by Legislation Process Course

coordinator along with database

9 EA feedback For use in performance management OPC 66

10 Selection

documentation

For use by General Manager 43

Word Note (No. 12)




11 Applicant letters For use by General Manager 43

12 OPC Official

receipt

For use by Finance section

13 Today’s car

space bookings

The car space booking sheet for the current day in

case it does not print automatically

14 Bill Forms Various checklists used in Bills (related to

templates in OPC New)

Finalising sub-menu


1 Finaliser Prepares ZIP disk etc. for sending to the printer 20, 21

2 Send Finalised

Bill

Prepares ZIP and floppy disks etc. for sending to

the printer

20, 21

3 Insert Draft-in-

Confidence

block

Reinserts the Confidence block from the cover

page and the Confidence block and Drafter’s

block from Page 1 of the Bill or Parliamentary

amendment (Used to restore blocks after an

exposure draft has been created)

see below

4 Delete Draft-in-

Confidence

block

Deletes the Confidence block from the cover page

and the Confidence block and Drafter’s block

from page 1 of a Bill or Parliamentary

amendment

see below

5 Insert document

name (footer)

Inserts the OPC document name and time in the

footer

6 Delete document

name (footer)

Deletes the OPC text from the footer see below

7 Insert security

markings

(header/footer)

To insert or change the security classification

markings in the header/footer

29

8 Delete security

markings

(header/footer)

To delete the security classification markings

from the header/footer

29

9 Exposure Drafts Creates three different types of exposure draft by

replacing blocks with selected exposure draft

block

37, also see below

10 Reintroduce Bill Changes details after an election 38

Floppies sub-menu


1 Delete Author Removes the “author” information from the

document properties

33, also see below

2 Drafter floppy Gets files on and off floppies to transport home 36

3 External floppy Saves the current document to a floppy and then

removes all properties (e.g. author)

33, 37

4 Consultant

floppy

Gets files from consultants onto the OPC network 35

Word Note (No. 12)



Formatting sub-menu


1 Fix Document Fixes a number of minor things in Bills see below

2 BlankHeader Inserts a blank header line 29, also see below

3 Header macro Puts character styles on that are needed for

headers

20, also see below

4 Italicise Act

name

Italicises the next occurrence of an Act name

5 ParlAm Header Inserts text necessary when a revised set of

amendments are introduced

6 Insert special

section (shortcut

Alt+X)

Inserts a new section in a Bill that will have

different page headers

4

7 Insert formula Calls up Equation Editor to insert a mathematical

formula

10

8 Insert symbol Gives a list of OPC approved symbols to select

from (different lists for Bills and Sundry

documents)

see below

9 Insert definition Inserts a definition with term in bold italics and

applies the style

see below

10 Insert fraction Inserts a fraction see below

11 Mark Styles etc. Produces a print of a Bill showing all styles, tabs

and double spaces

see below

12 Unmark Styles

etc.

Deletes all the styles from the Bill document

13 Soft hyphens Used for Customs and Excise Tariff legislation 49, 50

14 Paste Flowchart Pastes in a flowchart 16, also see below

15 Format Tables Same as Format all Tables in Tables sub-menu

16 Replace Styles Mainly used by IT staff in converting external

documents to OPC heading styles

40

17 Special Style Changes the style to the corresponding “special”

style

see below

Attach Template Checks the template used in the current document

and changes to another OPC template

Delete author Removes the “author” information from the

document properties

33, also see below

List sub-menu


1 List Definitions Lists all definitions in selected text see below

2 List Parliamentary

Amendments

Lists all parliamentary amendments in a

document

3 List Styles in

document

Lists all styles in a document see below

4 List Words Lists all words that appear in the document

and the number of times each word appears

32

Word Note (No. 12)



Printing sub-menu


1 Print Preview

(shortcut Ctrl+F2)

Shows how the document will look when

printed

2 Print Current Page Prints current page see below

3 Print

(shortcut Ctrl+P)

Calls up Print dialogue box

4 Set Default Printer Changes printer that will be set as your

default

11

5 Print Revisions Prints only those pages in a Bill version

document containing revisions

6

6 Print A4 Temporarily changes page setup to print

text with A4 margins instead of B5 (not to

be used for editorial checks)

Renumbering sub-menu


1 Insert ^s Inserts either carets (^) or at symbols (@)

before section headings and cross

references

13, also see below

2 (R)Subsection Renumbers subsection numbers 13, also see below

3 (R)Paragraph Renumbers paragraph numbers 13, also see below

4 (R)AmSch Renumbers amending Schedules 13, 20, also see below

5 (R)Commencement table Renumbers commencement table 13, 39

6 (R)NewAct Renumbers new Acts 13, 20, also see below

7 (R)ParlAmendment Renumbers Parliamentary Amendments 13, 21, also see below

8 (R)Replace Using List

Macro

Renumbers Bill using list made with

(R)MakeList


9 Make Renumber List Creates list for use with (R)UsingList 13

Tables sub-menu


1 Table macro Inserts a table of a specified size 24

2 Rows + Columns macro Inserts or deletes rows and columns

in a table

24

3 Format all tables Checks each table within a document

is formatted correctly to OPC

standards

24

4 Format Borders Applies standing OPC formatting to

current table

24

5 Number Rows After adding, deleting or rearranging

rows, this macro renumbers all rows

that are not headings

24

6 Align Table cells Select cells and run macro to align

numbers

24

7 Table sorting Run macro with cursor in table and

select which column to sort by

24

Word Note (No. 12)




8 Insert Customs Tariff table Inserts specially designed table to

match the size of the table in the Act

50

9 Insert Excise Tariff table Inserts specially designed table to

match the size of the table in the Act

49

Tax Code Bills sub-menu

Item Menu Description Relevant Word Notes

1 Tax Code macro

(or shortcut Alt+K)

Assists in placing Tables of

Subdivisions and Tables of Sections

headings in correct places

22

2 Decentralised TOCs Places Tables of Subdivisions and

Tables of Sections in Tax Code Bills

(Run Checker macro with Editorial

checklist prior to running this macro)

22

TOC (Table of Contents) sub-menu

Menu Description Relevant Word Note

1 TOC Inserts and formats a Table of

Contents


2 Bill TOC with Item Headings Produces a table of contents that

includes amending item headings and

inserted section (etc.) headings

22, also see below

3 Decentralised TOCs Places Tables of Subdivisions and

Tables of Sections in Tax Code Bills

(Run Checker macro with Editorial

checklist prior to running this macro)

22

Versions sub-menu


1 Make New Version Creates a new version of the

document

6

2 List/Compare Versions Lists existing versions of document

and compares versions

6, 20

3 Show markup balloons Toggles to view deletions with

markup balloons (do not use for

editorial checking)

6

4 Print Revisions Prints only those pages containing

revisions

6

Standard Provisions sub-menu


1 Amendment Shorthand

System (ASS) (Shortcut

Ctrl+Alt+A or Alt+Z)

Assists in preparing a schedule of

amendments through an

abbreviated typing method

28, also see below

2 Automated Parliamentary

Amendments (PAMs)

(Shortcut Ctrl+Alt+A or

Alt+Z)

Used to automate the OPC

Parliamentary Amendment Forms

Manual

41

Word Note (No. 12)




3 Legislative Instruments

(Shortcut Alt+I)

Inserts standard provisions about

whether instruments are legislative

or not in Bills.

4 Insert Commencement text

(Shortcut Alt+C)

Inserts any number of a list of

selected commencement provisions

into the Bill at the current insertion

point

39, also see below

5 Insert Standard Provisions

and Notes

(Shortcut Alt+N)

Lets user choose to insert in a Bill

document standard provisions and

notes dealing with various matters,

including commencement and

legislative instruments

see below

Information about certain macros

OPCBills1 Toolbar

Header

18 This button (or macro under the Formatting sub-menu) runs the macro that puts on the

character styles to ensure that the headers in Bills are correct.

19 The macro has been updated so that it will work for Tax Code Bills.

20 The macro also checks to see whether certain fonts appear in Bills. If they do, the

macro will correct them and give you a report on the number of changes made. This check is

necessary to ensure that Bills print correctly when printed with a postscript driver.

BlankHeader

21 This button (or macro under the Formatting sub-menu) will insert a blank header line

after a heading in a new Bill. This is required, for example, where a Part is not divided into

Divisions.

22 If the blank header is not inserted, the headers are likely to refer to the last Division

etc. of the previous Part.

Fix Document

23 This button (or macro under the Formatting sub-menu) does a range of changes to a

Bill to ensure that it conforms with OPC format. These include:

(a) ensuring that only OPC styles are in the document;

(b) resetting all styles to those in the template;

(c) replacing all hyphens with hard hyphens;

(d) replacing all hard spaces in accordance with OPC rules;

(e) replacing all *’s with Tax Code *’s; and

Word Note (No. 12)



(f) ensuring that there is line numbering on all lines.

Constitutional Checklist

24 This button (or macro under the Documents sub-menu) can be run from within an

open Bill document, Bill insert document or Parliamentary amendment document to

automatically generate a constitutional checklist (Constitutional Checklist.dot in Bills Tab)

with the details for the front page of the checklist already filled in.

25 To retrieve a constitutional checklist already created, the Bill, Bill insert or

Parliamentary document should first be opened. The macro can then be run to retrieve the

corresponding checklist document.

Styles Marker

26 This button (or macro under the Formatting sub-menu) marks the document with all

of the styles that have been used in that document.

27 Style marked documents are for the Editorial Officer’s use to check that the styles

used in the Bill are correct and consistent with the rules established in Word Notes about

formatting Bills.

28 The Styles Marker macro shows:

(a) the name of the style at the end of each line in brackets;

(b) tabs as > signs;

(c) paragraph marks (¶); and

(d) spaces after section and item numbers.

29 This macro should only be used on a version of a Bill, not the core document.

Special Style

30 This button changes the style to the corresponding “special” style. It is used where an

amending Schedule heading, amending Part heading or an Item heading is being inserted by

another amending Schedule.

31 Using the special style ensures that the heading will not show up in the header or in

the table of contents and will not be affected by renumbering etc.

32 To use the button, simply apply the style that would normally apply to the heading

and then press the SpecialStyle button.

Word Note (No. 12)



OPCBills2 Toolbar

1/2 (fraction)

33 The button with the 1/2 on it will insert a fraction. It will ask you to put in the number

for the top line of the fraction. You should then press tab and fill in the number for the bottom

line of the macro and press enter or click OK.

(1), (a), (i), Defn

34 These buttons make it simpler to insert subsections, paragraphs, subparagraphs and

definitions.

ToC

35 This button will run the new Table of Contents macro.

36 This macro will produce a correctly formatted Table of Contents.

37 In amending Bills, it will delete all of the headings from things that are inserted by the

amending Bill.

Standard Provisions

38 This button will run the Standard Provisions macro, which is intended to save time

needed to find and either copy and paste, or re-key, precedents for certain commonly used or

standard provisions and notes.

39 The macro lets the user choose to insert in a document standard provisions and notes

dealing with a range of subjects (including commencement and legislative instruments). Each

subject is dealt with in a separate tab. The following illustrates some of the subjects dealt

with by the macro (which may change as the macro is further developed).

Word Note (No. 12)



40 Each tab offers a number of provisions or notes that the user can choose by ticking the

relevant checkbox or clicking on a particular radio button. It is possible to tick multiple

checkboxes on one tab, and so have the macro insert multiple provisions and/or notes.

41 It is also possible to make choices from multiple tabs before clicking “OK” to have

the chosen provisions and/or notes inserted.

42 The chosen provisions and/or notes will be inserted where the cursor is in the Bill

document.

43 Some of the provisions and notes inserted by the macro will need further editing, to

fill in or omit specific details.

OPC Bills3 Toolbar

*Marker

44 This will put a * before every occurrence of specified terms in a document. Its purpose

is to allow you to check where you have used them.

Word Note (No. 12)



45 Before using the macro, you will need to create, save and close a document that has a

list of all of the words that you want marked.

46 Once the *’s are in your document, you should delete the ones that you do not want

and run Fix Document to turn them into Tax Code *’s.

Paste Flowchart

47 This button should be used whenever a flow chart is to be inserted into a Bill from

FlowCharter.

48 If a flow chart needs to be edited, the version in FlowCharter should be edited and re-

pasted into the Bill.

49 See Word Note 16 for more information.

OPC Formatting Toolbar

Fields

50 This button, which is on the OPC Formatting toolbar, allows you to toggle between

showing fields and showing the contents of fields. For an example of how this works, click in

a Table of Contents and then click on the fields button. You will see that the entries disappear

and fields codes are shown. If you click on the fields button again, the entries in the Table of

Contents will reappear.

51 Fields are used in a number of places in Bills—the Table of Contents, where the long

title is repeated on page 1, in the headers and in the footers.

OPC Renumbering Toolbar (also in the Renumbering sub-menu)

(R)(1)

52 This button will renumber subsections in a section. It will not renumber

cross-references to those subsections.

53 Put your cursor anywhere in the first subsection and then click the (R)(1) button.

(R)(a)

54 This button renumbers the paragraphs in a subsection or section. It will not renumber

any cross-references to those paragraphs.

55 Put your cursor anywhere in the first paragraph and then click the (R)(a) button.

Insert ^s

56 This button runs a macro that will insert carets (^) or at symbols (@) before section

headings and cross references in a Bill. This macro is used when a Bill must be renumbered,

but the markers (^ or @) have been taken out.

Word Note (No. 12)



57 To insert carets or at symbols, position the cursor either at the start of the document or

at the location that you want to start at, then run the macro. The macro will ask you if you

want carets or at symbols. It then puts the symbol in front of all section headings and searches

for any numbers that could be a cross reference and prompts you to find out if it is one. See

also Word Note 13.

Replace Using List

58 This button allows inserted sections to be automatically renumbered (along with

cross-references) by typing a list of the old numbers and the new numbers in a separate

document. This macro is described more fully in Word Note 13.

(R)NewAct

59 This button runs the macro to renumber a new Act. All sections need to be marked

with a ^. Cross-references that you want renumbered also need to have a ^ in front of them.

60 After you have run the macro, check the Bill for “??”. Any occurrence of this

indicates a cross-reference that the macro is unable to renumber.

61 The macro will leave the ^s in place so that you can do further renumbering. To delete

the ^s, do a replace with ^^ in the “Find what” box and nothing in the “Replace with” box.

See also Word Note 13.

(R)AmSch

62 This button runs a macro that will renumber an amending Schedule.

63 To renumber a Schedule using this macro, put your cursor in the Schedule heading

and click on the button. The macro first checks to see that all item headings in the Bill have 2

spaces after the number.

64 If an amending Schedule inserts an amending item in another Act, this renumbering

macro should not be used. See also Word Note 13.

(R)ParlAm

65 This button runs a macro that will renumber Parliamentary Amendments. See also

Word Note 13.

OPC Standard Toolbar

OPC Print Page

66 This button, which is on the OPC Standard Toolbar and which looks like the print

button with a lime green 1 on it, will print the current page.

Word Note (No. 12)



OPC Standard 2 Toolbar

Title

67 This button inserts the Short Title of the last Bill used in the Word session e.g.

whatever Bill last edited and opened etc. will be inserted. This could be used to insert the

Short Title of the Bill onto the editorial check sheet without copying and pasting.

Formatting sub-menu

Insert symbol

68 This macro offers a list of symbols to choose from. The list of symbols will be

different for Bills and sundry documents/memos.

69 This is the list of symbols that will appear for Bills:

70 This is the list of symbols that will appear for sundry documents and memos:

Delete Author

71 This menu option will run a macro that will delete the document information

including the author’s name the Bill. It is used to ensure that the name of the drafter does not

appear in versions that are loaded on the Internet etc.

Word Note (No. 12)



72 This should be run immediately before Bills are sent to the printer or that are sent to

Departments for loading on the Internet or other electronic distribution.

Finalising sub-menu

Insert Draft-in-Confidence Block

73 This menu option will run a macro that will insert the in-confidence block on the

cover page and the in-confidence block and drafter’s block on page 1 of the Bill. This may be

useful if you have to do further work on the Bill after it has been finalised once. The macro

gives the option of inserting the drafter’s block as it was in a particular earlier version of the

Bill, so the answers to the questions will be inserted with the block.

Delete Draft-in-Confidence Block

74 This menu option will run a macro that will delete the Confidence block from the

cover page and the Confidence block and Drafter’s block from page 1 of the Bill.

Delete document name (footer)

75 This macro will delete the OPC text from the footer of Bills.

Exposure drafts

76 The macros to delete the Draft-in-Confidence block and the document name in the

footer are contained within the Exposure Drafts macro. However, there may be other

occasions when they need to be run on their own. The exposure drafts macro presents options

for three different types of exposure drafts. See Word Note 37 for more details.

List sub-menu

List Definitions

77 This macro will list all of the defined terms in a block of selected text. This can be

useful for checking that you have included definitions in the correct alphabetical order. The

list is pasted on a new page at the end of the document (and therefore will need to be deleted

before the document is sent to the printer).

78 To run the macro, select the text that contains the definitions and then go OPC

Macros, List and select List Definitions.

List Styles

79 This macro lists all of the styles that are defined in a document. It may be useful for

checking that only the correct styles are actually in a document.

80 To run the macro, go to OPC Macros, List and select List Styles in document.

Word Note (No. 12)



TOC sub-menu

Bill TOC with Item headings

81 This macro produces a table of contents that includes amending item headings and the

headings of inserted sections etc.

82 This can be quite useful during the drafting process for checking that amendments are

in the correct order and for looking at all of the sections that are being inserted.

83 The proper OPC bill table of contents must be used in the LAP print and in all

subsequent prints.

84 To use the macro, go to OPC Macros, TOC and select Bill TOC with Item Headings.

Standard provisions sub-menu

Amendment Shorthand System (ASS) Macro

85 This Macro is used when preparing a Schedule of amendments. The Macro provides

an abbreviated method for typing the amending “formulae”. It substantially reduces the

number of keystrokes needed to produce the amending formula. It will also reduce the effort

needed to remember the “right words” for an amending formula.

86 The Macro makes a “best guess” for the Style of the paragraph that follows the

“action words” of an amending item. For example, if the amendment repeals and substitutes a

new paragraph, the Macro will apply the paragraph(a) Style.

87 The Macro can handle most of the commonly occurring forms for amending Acts

with standard layout.

88 See Word Note 28 for the complete documentation on the ASS Macro.

Insert commencement text

89 The commencement provisions of the Bill should be inserted using the Commencing

Words macro, run by invoking the keyboard shortcut of Alt+C, or going through the Standard

Provisions sub-menu.

90 This macro will insert any number of a list of selected commencement provisions into

the Bill at the current insertion point.

Andrew Newbery

Information Technology Director

Document History

Release number Release date Document number

1.0 24 March 2005 s05pu366.v01.doc

Word Note (No. 12)



Document History

Release number Release date Document number

2.0 12 April 2005 s05pu366.v02.doc

3.0 19 April 2005 s05pu366.v03.doc

4.0 26 April 2005 s05pu366.v04.doc

5.0 27 April 2005 s05pu366.v05.doc

6.0 10 May 2005 s05pu366.v06.doc

7.0 13 July 2005 s05pu366.v07.doc

8.0 22 July 2005 s05pu366.v08.doc

9.0 14 December 2005 s05pu366.v11.doc

10.0 10 April 2006 s05pu366.v12.doc

11.0 04 July 2006 s05pu366.v13.doc

12.0 24 August 2006 s05pu366.v14.doc

13.0 28 August 2006 s05pu366.v15.doc

14.0 06 September 2006 s05pu366.v16.doc

15.0 15 September 2006 s05pu366.v17.doc

16.0 14 June 2007 s05pu366.v18.doc



19.0 07 January 2008 s05pu366.v22.doc